Executive Assistant

Job Description

Under limited direction, performs advanced secretarial and administrative duties for department officers. Disposes of matters of a routine nature to conserve superior''s time. Position requires a thorough knowledge of practices and procedures of the department and district policy and procedures.

Executive Assistant of Unit - Responsibilities

Responsibilities

• Provides support for administrators in officer positions in the areas of correspondence, report preparation, public relations, managing calendars/meetings, information dissemination, etc. Serves as a liaison between officers, managers, and visitors as required. Arranges meetings as directed. Takes and prepares meeting notes as required.
• Composes and produces documents such as letters, memorandums, proposals, and statistical material. Collects information needed by superior for conferences and reports. Prepares various reports and analyzes reports with recommended actions.
• Assesses the urgency and importance of assignments and respect the confidential status of each. Maintains regular and follow-up files and confidential data. Provides direction to clerical/secretarial personnel. Delegates and coordinates work activities as necessary.
• Drafts confidential correspondence. Proofread and correct documents. Screens incoming calls, provide requested information, record messages, and redirect inquires to the appropriate individual or department.
• Maintains library for retrieval/updating of departmental documents. Compiles information and provide summary for supervisor. Assists with the maintenance and reconciliation of the departmental budget. Other duties as assigned.

Executive Assistant of Unit - Skills

Job Qualifications

WORK EXPERIENCE

5 to 7 years

TYPE OF SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

Software Microsoft Office

Certifications/Licensure

Equipment Office equipment (e.g., computer, copier)

LEADERSHIP RESPONSIBILITIES

Level 2 -Work Leadership. Regularly provides project management or team leadership to a group of two or more employees but does not have formal supervisory responsibility. Leading and directing is restricted to monitoring work and providing guidance on escalated issues. Most of work time is spent performing many of the same duties they are leading.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

• Work involves the application of moderately complex procedures and tasks that are quite varied. Independent judgment is often required to select and apply the most appropriate of available resources. Ongoing supervision is provided on an "as needed" basis.

BUDGET AUTHORITY

• No budget development activity is required.

PROBLEM SOLVING

• Decisions are made on both routine and non-routine matters with some latitude, but are still subject to approval. Job is occasionally expected to recommend new solutions to problems and improve existing methods or generate new ideas.

IMPACT OF DECISIONS

• Follows rules and procedures. Decisions can have minimal or no impact to HISD. Errors can be readily detected, usually by the employee, and, if made, would result in minor expense for correction.

COMMUNICATION/INTERACTIONS

• Collaborate and solve problems - works with others to resolve problems, clarify or interpret complex information/policies, and provide initial screening/negotiations without approval authority. Interactions are typically with customers, senior level professional staff, and managers.

CUSTOMER RELATIONSHIPS

• Follows through with customer inquiries, requests, and complaints. Forwards difficult and non-routine inquiries or requests to appropriate level for resolution.

WORKING/ENVIRONMENTAL CONDITIONS

• Work is normally performed in a typical interior work environment which does not subject the employee to any hazardous or unpleasant elements. Ability to carry and/or lift less than 15 pounds.